1. Building a secure Home Affairs
Briefing by the Minister of Home Affairs and the Acting Director-General of the Department of Home Affairs on the Visa Facilitation Service(VFS) Contract
Date: 5 March 2019

2. Current Status
On 14 December 2018, the Department of Home Affairs extended the Services Agreement with VFS Global for a further period of 24 months - effective 1 January December 2020.
The extension of the Services Agreement was legally provided for under Clause 11.2 (Period of Service Agreement) of the existing Services Agreement.

3. Extending The Contract - Factors that were considered :
DHA gave due consideration to the following before extending the contract with VFS:
Infrastructural and operational commitments
The infrastructural and operational commitments of VFS Global sustaining a business presence across 18 local Visa Adjudication Centres (VAC’s) in South Africa, and 42 VAC’s across 18 countries globally, is considerable. This requires extensive administration over lease agreements, operating and administrative costs, which are also susceptible to global market fluctuations.
DHA has considered that comparable operations at a like-for-like industry standard would normally be negotiated around 36 months (minimum) extending to 48 or 60 months - dependent on operational conditions
Financial commitments
DHA considered that any extension would require VFS to undertake a medium term commitment and incur further capital investment against fixed-term rental/lease agreements. To provide and make allowance for a reasonable period in which operating capital would remain viable, a period of 24 months was deemed to be the minimum at which a settlement could be reached.

4. Extending The Contract - Factors that were considered :
DHA gave due consideration to the following before extending the contract with VFS:
Maintaining DHA Operations
The service rendered by VFS in support of the Department’s frontline operations is integral to sustained efficiencies gained in the management of permitting and visa applications. Such efficiency supports our role in contributing to the economic stimulus package and the facilitation of migration to South Africa.
Reputational risk to the Department would be immense should there be discontinuity in the operating model (both in-country and globally) and any change in the service must allow for a seamless transition from one business partner to the other.
Winding-down of such a globally expansive footprint would require intensive planning and coordination across stakeholders to ensure services offered to the public do not incur disruption.
DHA does not have current capacity, either at a human resources level nor in respect of its systems, to readily implement an alternative business process to the existing business partnership developed over time with VFS - especially with reference to an automated, end-to-end electronic management system progressively instituted at Visa Application Centres (VAC’s) in South Africa since 2014.

5. Extending The Contract - Procedure Followed in DHA- :
The Department’s Supply Chain Process (SCM) was observed prior to the extension of the contract with VFS.
An Ad Hoc Bid Adjudication Committee (BAC) meeting was convened on 12 December 2018 to consider a “Request for Approval for the Extension of the VFS Permitting Business Partnership contract for twenty four (24) months”.
The BAC discussed and resolved:
To support the recommendation for the extension of the contract with VFS Visa Global for a period of twenty-four (24) months, subject to the following conditions:
• Business Unit to submit to the BAC the Public Private Partnership (PPP) project plan.
• Business Unit to submit quarterly progress reports against the PPP project plan to the BAC.
• Business Unit to benchmark with other Countries that provide the similar services for best
• practice.
• Business Unit to consult the Office of the Chief Procurement Officer regarding the twenty-four
• (24) months contract extension with VFS Global.
• Business Unit to approach National Treasury Budget Office in consultation with the Chief
• Financial Officer with regard to the registering of the PPP process.
• Business Unit to submit to the BAC a request for the appointment of BSC and BEC members for the PPP process.

6. Extending The Contract - Consultation with the Service Provider:
Consultation Process with VFS Management:
Through a consultation process, the department has engaged VFS Management on multiple occasions between October through to December 2018 to reach agreement on the period of the contract.
Various short term options were explored with a view to retaining the current scope of services on a month-by-month basis.
Pivotal to each consultation is the investment VFS has made to establish its current DHA services footprint - estimated at R428 million – with lease and operating costs being offset through sustainable, fixed term operations/services. Short-term contracting would significantly influence risk exposure and reduce viability of the business model. It is a fact that VFS advanced negotiation for a period of 36 months on the basis of such complexities which the Department could not agree to.
Therefore, the minimum period that DHA and VFS could mutually accede to, was 24 months.

7. Next Steps – Moving towards a PPP for the appointment of a service provider
Implementing the Guidelines of National Treasury
The BAC conditions are being implemented and Immigration Services is now in the processing of commencing with the PPP Project Cycle as prescribed by National Treasury.
The actions of the Department are aligned to the recommendations received from National Treasury dated 25 October 2018, confirming they are in agreement with the comments of the Auditor General that the current contract for visa facilitation should be a Public Private Partnership (PPP) Contract.
DHA is preparing its application under Treasury Regulation 16 (Public Finance Management Act, 1999 (PFMA) to National Treasury seeking approval for the implementation of Phase 1.
Phase 1: Feasibility study – Treasury Approval: 1
(a) register the PPP with National Treasury
(b) advise of the expertise within the DHA to proceed with a PPP;
(c) seek approval to appoint a project officer from within or outside the DHA; and
(d) appoint a transaction advisor should National Treasury agree.

8. THANK YOU !!